Procedure on Preparing Mission Ready Continuity Plans

Title

University of North Carolina at Chapel Hill Procedure on Preparing Tar Heel Mission Ready Continuity Plans

Introduction

Purpose

Tar Heel Mission Ready is the University of North Carolina at Chapel Hill’s (“University” or “UNC-Chapel Hill”) online program for creating, storing, and maintaining continuity plans.

This Procedure explains how University departments can use Tar Heel Mission Ready to help prepare for unexpected events which may disrupt the University’s normal business operations.

Scope of Applicability

This Procedure applies to every UNC-Chapel Hill department (both academic and non-academic).

Procedure

Obligation/Recommendation to Have a Continuity Plan

According to the UNC-Chapel Hill Policy on Emergency Management, all University departments, as applicable, are required to maintain a Tar Heel Mission Ready Continuity Plan. 

It is recommended that all University departments develop a written plan of action for mitigating the effects of unexpected events which may disrupt their normal business operations.

Criteria for Publishing and Regularly Updating Continuity Plans

Each University department is responsible for writing their own Tar Heel Mission Ready Continuity Plan. University Departments with multiple locations or a number of separate units have discretion as to what organizational level their plan is written. The department head can instruct each individual unit or location to complete its own plan, or one primary plan can be written for the entire department. Either way is acceptable as long as the plan covers all operational exposures and is written effectively.

These continuity plans, also known as UNC-Chapel Hill Tar Heel Mission Ready Continuity Plans, should be:

• flexible,
• updated on a regular basis,
• available and ready to be implemented, and
• tested at least every 12-18 months.

How to Use Tar Heel Mission Ready to Develop a Continuity Plan

To initiate a plan:

1. Fill out the User Registration Form located on the University's Office of Emergency Management and Planning website.
2. Submit the form to the Office of Emergency Management and Planning using the instructions on the form.
3. Someone from the Office of Emergency Management and Planning will grant you access to a plan and assist you through the process.

The University's Office of Emergency Management and Planning provides a user guide on their website to help University departments prepare their Tar Heel Mission Ready Continuity Plan

Important Factors to Help Departments Design a Continuity Plan

While University departments should utilize the aforementioned resources to create and maintain a workable mission continuity plan, the process behind creation of this plan involves a number of sequential steps. The following five steps identify an effective process for preparing a mission continuity plan and correspond with the information requested in our mission continuity software:

1. Initiation - University departments' senior leadership and other necessary stakeholders should be involved in initial conversations defining the scope of the plan, the goals and objectives, who is to be involved, and a timeline for completion. Plan administrators should be assigned to each business continuity plan, to include:
   1. an individual who has decision-making authority for the department,
   2. an individual who is responsible for keeping the plan in a state of readiness, and
   3. an individual who is responsible for evaluating critical functionality as it relates to departments Information Technology needs.
2. Conducting a Mission Impact Analysis - University departments should conduct a comprehensive analysis of:
   1. your critical functions;
   2. how long before the department would need to resume these critical functions to prevent significant loss of service, revenue, or materials;
   3. internal and external dependencies; and
   4. an estimate of the resources needed for a successful resumption.
3. Defining Strategies - Once the mission impact analysis is complete, University departments should evaluate the alternative strategies that are available to resume operations and select the most effective one(s).
4. Developing and Implementing the Plan - University departments should define the scope of the planning effort and put the plan into a state of readiness. All necessary stakeholders should be familiar with and approve the plan. And finally, University departments should make sure the plan is accessible and can be retrieved when needed.
5. Maintenance and Testing - University departments should update and test plans to identify their strengths and weaknesses at least every 12-18 months. Contact lists and call trees should be updated as needed.

Backup Copies of Continuity Plans

Although the printed, hard copies of the plans are to remain with each University department, a repository of all University plans will be reviewed and maintained in the Mission Continuity software, Tar Heel Mission Ready.

Remember that your campus building may not be accessible during an unexpected event, so backup copies should also be maintained at an alternative location. An electronic copy that can be accessed remotely is always available in Tar Heel Mission Ready and should also be made available to all necessary stakeholders. In the event of an unexpected event, the Office of Emergency Management and Planning can access your plan if all other options are unavailable.

Forms

• User Registration Form

Related Requirements

University Policies, Standards, and Procedures

• Emergency Management Policy

Related Data

• Tar Heel Mission Ready

Contact Information

Procedure Contact

1. Darrell Jeter
   • Title: Director of Emergency Management & Planning
   • Unit: Emergency Management & Planning
   • Email: oemp@unc.edu
   • Phone: 919-445-1730
2. Crystal Donaldson
   • Title: Continuity and Resiliency Planner
   • Unit: Emergency Management & Planning
   • Email: Crystal.Donaldson@unc.edu
   • Phone: 919-445-1732